Tips To Putting Together An Outdoor Event

Is this the first time you are putting together an outdoor event? There are a number of tips you need to consider to put together a successful event. Which are these tips? Here they are as given by event rentals professionals:

Find the right location for your event

There is no way you are going to have a great event if you are operating from the wrong location. When you are choosing the location for your next event, consider these things:

The space you will need: This will hugely depend on the number of people you expect in your event. Obviously, you don’t want a crowded space. At the same time, you don’t want an oversized area that will be too big for your guests.

Take your time and determine the ideal venue best suited for your guests and give you a look that you have always dreamt about.

Utilities you have access to: For the event to be a success, you need access to some utilities such as bathrooms, electricity, heating and cooling appliances, and many others.

If the amenities aren’t already on the site, you should be able to bring them to the site easily.

Shelter options: You can have the best venue for your event, but if there is no shelter, you won’t enjoy the event, especially when the weather worsens.

To be safe and ensure that your guests continue enjoying the event even when the weather goes tits up, ensure that you have shelter options.

A good way is to ensure that your chosen venue has a pavilion. You can also have a party tent in place to cover your guests.

Ease of access: You want a venue that your guests can easily access. This means that there should be a ready road leading to your venue—the guests shouldn’t be making a trek to get there.

Know the venue rules

Every venue has its rules, and breaking them can see you blocked from accessing it or being required to pay a hefty fine.

The first thing you should do is understand the catering rules for the venue. Some venues restrict off-site catering and only require you to get the food and drinks straight from them.

You should know about these rules even before you sign the rental agreement.

You also should know about any permits you might need for the event. The common ones being: structure, alcohol, mass gathering, electricity, food, special effects, and others.

Think about the guests’ comfort

You want to ensure that your guests are as comfortable as possible. Luckily there are plenty of ways to do it. As a rule of thumb, you need to ensure that they are covered from the weather elements such as the sun and wind.

One of the best ways to do this is to have a party tent. Besides the tent, also have a backup option such as a church hall where you can take the guests should the weather worsen.

Another thing you should do is to provide the guests with comfortable seats. Thankfully, there are plenty of them you can go for.

Provide enough food and drinks

Is there a complete party without enough drinks and food? You need to ensure that your guests are properly fed and have enough drinks to take.

When preparing the meals, you have two options: preparing them on the site and ordering them from outside.

Of course, preparing them on the site is better as you will offer fresh foods. You also have better control of the foods as you can dictate what goes in.

The downside is that you have to hire catering tents, caterers, and sometimes the catering equipment.

If the venue doesn’t allow you to prepare the food on-site, order it from a reputable hotel. Of course, ask the hotel to supply you with fresh food—not one that has been sitting in the fridge for ages.

Parting shot

These are some tips you need to pay attention to pull off a successful outdoor event. Putting together a large event is a massive undertaking, so work with professionals who will guide you. Some of the best professionals to help you out are those working in the event rentals Rockland NY.

Throwing An Event Soon? Here’s What You Need To Know About Event Rentals.

When it comes to event rentals, you can have a great experience, or the worst time of your life, depending on how you go about it. Would you love to have a great experience? Here are dos and don’ts you need to observe:

Do reserve the rentals early enough

What do most people do when they are having an event? They wait until a few days or weeks to the event to start finding the relevant party supplies.

This is wrong as they often don’t get what they want, and they are forced to rent what is available, which gives their events a hideous look.

To have a great experience, begin your hunt early enough—at least three months before the party date.

This way, you have enough time to visit as many rental stores as possible and see what is available. Since you aren’t in a hurry, you get a better deal as you aren’t afraid of haggling the price to the lowest possible.

To have a great time, begin your research as early as possible. When you find the supplies you need, place your order and make a deposit to show your commitment.

Do rent from the same company.

If possible, rent all the party supplies from the same company. It’s often said that you shouldn’t put all of your eggs in one basket, but it’s wise that you do it when it comes to party supplies.

This is because when you rent from the same company, you get a better deal, which saves you a lot of money.

In the same way, as when you buy many items from the same store, you get better offers when you rent a party tent, party chairs, and other supplies from the same company, as you are bringing them a lot of business.

In most cases, when you rent all of your supplies from the same company, you get free transport, which saves you money and removes the worry of finding a transport company.

 Do take good care of the party supplies.

Renting the best supplies isn’t enough—you need to take good care of them. One way to do it is to inform the guests that they shouldn’t sit on two seats.

If you have kids at the party and you have rented bouncing castles, have an adult supervise the kids, so they don’t damage the units.

By keeping the supplies in good shape, you stay in good books with the rental company and at the same time save a lot of money that you would have spent on repairs or replacing the units.

Don’t go for the cheapest supplies.

You will come across different companies renting their units at different prices in your research. Since you are looking to save as much money as possible, it’s easy to be tempted to hire from the cheapest company, but don’t do it.

If the rental company prices are much lower than the industry average, the chances are high that the supplies are low quality. There is also the risk that the company is uninsured, so when the rental items break or get lost, it will be your responsibility to repair or replace them from your pocket.

Before you rush to take the deal, take time to do your due diligence and ensure that the rental company is reputable and stocks high-quality rental items that won’t embarrass you come party day.

Don’t forget about party decorations.

Most people think that all they need to have the party of their dreams are chairs, tables, and tents, but that’s not the case.

To make your event more appealing, you need decorations. Common ones include: tabletop décor, lattice displays, candelabras, linens, flower arrangements, and many others.

Different decorations are ideal for various events, so you should take your time to research and find the perfect decoration items for your event. If you aren’t sure about the right ones to go for, get the input of the professionals working in the event party rentals Rockland NY.

Like the other party supplies, also ensure that the party decorations are high quality and fit into the theme of your event.

How Many Tables Do You Need For A Party?

If you are having a graduation, wedding, or any other form of party, you need party tables that you can easily rent from event rentals in your area. While the tables are easy to find, the big question is, how many tables do you need for a party?

There is no definitive answer to this as the number varies depending on the type of event you are having, the guests attending the event, and the comfort you want to give your guests.

To find the correct number of tables you should get for your big day, explain your wants to the staff working in the rental company.

There are many types of party tables that you can rent, with the common ones being:

Round tables

These are the most common in events, and you can use them in almost any type of event. Whether you are having a reception, fundraiser, wedding, anniversary, dinner, or any other kind of event, these tables fit perfectly.

The beauty of round tables is that they can hold a larger number of guests, and the guests sit in a way that encourages them to converse. This is mainly because the guests sit across from each other.

As you can tell, these tables are a perfect fit when you want the guests to get to know each other or catch up on the past.

Round tables come in various sizes, and they are sized in 12” diameter increments ranging from 24” to 72”. The most popular round table is the 60,” and it can comfortably seat eight guests.

When you visit many rental companies, they will tell you that the table can seat 8-10 guests. While this is true, ten guests will be too tight.

For your guests to be comfortable, have a maximum of 8 on your table.

The other tables, such as the 48” round table, can seat 4-6 guests, while the larger 72” can comfortably seat up to ten guests.

Bistro tables

These are smaller, round tables similar to the ones you see in coffee shops or local cafes. These tables come in standard sizes of 24”, 30” and 36” in diameter and stand 30” tall.

The most popular size is the 30” table that is ideal for seating two guests. This table is perfect for showers, small garden weddings, and cocktail parties.

Due to their seating positions, Bistro tables are best for couples. If you want to increase the number of guests that sit at the table, you have to increase the size of the table. For example, go for a 36” table when you want 3-4 people to sit there.

Banquet tables

While round tables are ideal for formal events, banquet tables are suitable for casual occasions. Rectangular in shape, you can set them up individually or connected side by side in long rows.

These tables are ideal for family reunions, school events, outdoor BBQs, graduation parties, and large banquets and picnics. Since they are long and slim, more guests can sit on them.

The most popular banquet tables are the 4 ft, 6 ft, and 8 ft, each measuring 30” wide. The 8 ft tables are the most popular, and each table can accommodate up to 8 guests.

Although, you can use the 4ft and 6 ft tables for seating, they are often used to hold gift tables, refreshments, and other items.

High top cocktail tables

They are similar to Bistro tables, with the only difference being their height. The Bistro table is assembled with a 30” column, while the high top table is constructed with a 42” column.

These tables are similar to the ones you see in lounges, bars, and pubs. You can use the tables with stools for your guests to be seated while enjoying appetizers and cocktails, or you can use them without chairs so that the guests can stand around them and freely move and socialize.

You can also rent the high-top tables from the party rentals Rockland NY, and place them around the dance floor of your wedding reception.

Regardless of the type of table you are renting, ensure that its high quality and perfect for your event. You don’t want a table that will be of no use or spoil the theme of your big day, do you?

Tent Rentals: Tips To Consider When Renting Party Tents

When you are renting party tents from party rentals, you need to consider a number of tips for you to have a great time. Some of these tips include:

Have the necessary equipment

In addition to the tent, you also need to have plenty of other equipment. You need to have: tent pegs, tent poles, tent fly, hearing protection in the event it gets too loud, and tarpaulin. When getting the tarp, ensure that its smaller than the body of the tent. This is to prevent water from running between the tent body and tarp.

If your ground requires special attention, you should ask a professional about it so that you can get the necessary equipment well ahead of time.

Avoid making the last minute rush

Most people rush to the rental stores a few days before the date of the party. Don’t do this. This is because you often end up making plenty of mistakes. For you to rent the right tent for your party, you should take your time.

The best way of going about it is beginning your research at least three months before the day of the event. This way you will have enough time to visit a number of companies and see what they have in store. As rule of thumb you should work with a company with many high-quality tents.

Take time to rent the right type of tent

Did you know there are many types of canopies that you can go for? The most common ones are: tension, frame, and pole. Pole tents are the most common and least expensive. They are lightweight, portable, and often, easy to install.

Their most identifying feature is small peaks in the center. When you are installing them, you need to stake into the ground. Due to this, you can install them on gravel and even concrete.

Tension tents feature large poles in the center which gives them a very sloped roof. Since the tents have high ceilings, the interior is often spacious and open. Which makes them an ideal choice when you are having a party with a lot of people.

Due to their structure, the tents hold very well against strong winds, which makes them the ideal tents in inclement weather.

Frame tents rely on a metal frame; therefore, their interior is usually small. This means that you can’t use them when having a lot of people at the party. Due to the frame, the tents are usually much heavier. They are also expensive and harder to install.

Install the tents properly

After renting the pieces, you need to ensure that you properly install them for you to get their benefits. How you install them depends on the type of tent that you have.

Before you start setting up the tent, you need to check the ground that its clear. This calls for you to get rid of any nuts, pebbles, sticks, and any other objects that might be on the surface.

Once the surface is clean, go ahead and install the tent. You should place the tent on the ground then assemble the poles according to the instructions given on the manual. You can install the tent by yourself if you have the skills, but if you have never done it before, hire a professional to help you out.

Once you are done with the event, you should dismantle the tent and return it to the tent services providers. Some of the providers will require you to clean the tent prior to returning it, but most won’t require you to do it.

When dismantling it, take caution that you don’t destroy it leading to you incurring an additional cost. If you don’t have a car, you should ask the event rentals Rockland NY to come and pick it up. If you had an agreement beforehand that they will have to come and pick it up, they won’t have an issue doing it.